MINUTES

OCPL Board of Trustees’ Meeting

April 24, 2007
Central Library
Curtin Auditorium
5:30 p.m.

ATTENDING: H. Bonner, H. J. Hubert, S. Jones, J. Kianka, D. Lankes, R. Strauss, J. Suddaby, K. Wojslaw

ABSENT: A. Hugo, P. Mautino

ALSO PRESENT: J. M. Latham, D. Milcarek, K. McCaffrey, R. NaPier, G. Cox, K. Park, D. Bendig, T. Riehlman, S. Jensen, H. Sammons, J. Kalkbrenner, S. Kushner

Ms. Wojslaw called the meeting to order at 5:30 p.m.

WELCOME: Ms. Wojslaw welcomed everyone.

APPROVAL OF MINUTES: Ms. Suddaby moved for approval of the minutes of the January 10, 2007 meeting.

Mr. Strauss seconded, the motion carried unanimously.

Mr. Hubert moved for approval of the minutes of the March 7, 2007 meeting.  

Mr. Strauss seconded, the motion carried unanimously.

ACTION ITEMS      

Resolution: 07-01                               

Ms. Jones moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves a fine amnesty in order to remove barriers to the use of OCPL Central and branch libraries for children and teens enrolled in the 2007 Summer Reading Program who read and report on five books will have their total accrued fines waived and;

     be it further resolved, That children and teens will incur no fines  on items they return which have been declared lost, but charges for lost items that are not returned will not be affected by the amnesty and;

     be it further resolved, That staff will make the necessary accommodations to enable children and teens with fines on their cards to participate in the Summer reading Program.

Mr. Strauss seconded, the motion carried unanimously.

(The Board’s Executive Committee previously approved the following 3 resolutions.)

Resolution: 07-02                               

Mr. Lankes moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the submission of the LSTA grant application for $15,000 to fund  “Communication Improvement” for software & training related to Outlook and the design of an intranet and;

     Be it further resolved, That the OCPL Board of Trustees approves the submission of the LSTA grant application for $11,630 to purchase supplies and provide funding for “Zoo to You” and “Moreland the Entertainer” programs for the 2007 Summer Reading Program.

Mr. Strauss seconded, the motion carried unanimously.

Resolution: 07-03                               

Mr. Strauss moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the submission of the application for Adult Literacy Library Services 2007-2009 Grant for $40,000.

Mr. Lankes seconded, the motion carried unanimously.

Resolution: 07-04                               

Mr. Lankes moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the submission of the application for Family Literacy Library Services 2007-2009 Grant entitled "Raising a Reader" for $56,000.

Ms. Suddaby, the motion carried unanimously.

Resolution: 07-05                   

Mr. Hubert moved the following resolution:  

     Resolved, That the OCPL Board of Trustees approves the expenditure of $2,601.67 for the restoration on the frame for the digital print of The Village of Skaneateles 1869.

Mr. Lankes, the motion carried unanimously.

Resolution: 07-06                   

Mr. Hubert moved the following resolution:  

     Resolved, That the OCPL Board of Trustees approves the annual expenditure not to exceed $3,500 from the Williams C. Williams Fund for the purchase of science books and resources for the Central Library collection.

Mr. Lankes seconded, the motion carried unanimously.  

Resolution: 07-07                                

Mr. Lankes moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the expenditure of $5,000 from the OCPL Endowment Fund to support staff attendance at conferences and workshops.

Ms. Jones seconded, a brief discussion followed.

The Board agreed that they would like to see an increase for this built into the budget.

The motion carried unanimously.

Resolution: 07-08                          

Mr. Lankes moved the following resolution:            

     Resolved, That the OCPL Board of Trustees approves the   expenditure of $10,000 from the Smith Hawley Funds for the purchase of materials.

Mr. Strauss seconded, the motion carried unanimously.

Resolution: 07-09                          

Mr. Strauss moved, the following resolution:                 

     Resolved, That the OCPL Board of Trustees accepts the DeFranciso grant in the amount of $30,000 for competitive grant process available to all public libraries in Onondaga County to be administered by the OCPL Executive Director.

Ms. Suddaby seconded, the motion carried unanimously.

Resolution: 07-10                               

Mr. Strauss moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the application to the New York State Library Division of Library Development for Central Library Development and Central Book Aid for 2007 in the amount of $221,571.

Mr. Lankes seconded, the motion carried unanimously.

Resolution: 07-11                               

Mr. Kianka moved the following resolution:

     Resolved, That the OCPL Board of Trustees approves the expenditure of up to $3,000 from the Trustees’ Endowment Fund to cover the cost of Banned Books Week Event, subject to availability of funds.

Mr. Strauss seconded, a brief discussion followed.

The motion carried unanimously.

EXECUTIVE DIRECTOR'S REPORT     

Dr. Latham reported on the following:

• State Funds
  
  We received $50,000 in the operating budget and an additional $85,000. We are looking at different strategies for the use of those additional funds and will be meeting with suburban library directors in June to discuss some options. All of the following capital projects have been approved: Central, Children’s restroom; Betts, ADA ramp and restroom; Paine, ADA ramp; Soule, ADA compliant restroom; and White, new windows and a ADA ramp. The subtotal for the Syracuse libraries is $212,559. The projects for the suburban libraries were approved as well. Fayetteville, $75,934; Liverpool, $75,934; Solvay, $75,935; and Tully, $6,000.
  
  
• 2008 County Budget
  
  Mr. Mareane distributed a memo advising us on the need to cut our budget by two percent. Dr. Latham met with Mr. Ed Kochian to discuss the challenges of current staffing levels.  Library administration will present a budget to the library board at the next meeting, which includes increased staffing for the Central Library.
  
  Dr. Latham is requesting that the Board establish a sub-committee to help with the drafting, promoting, and presenting of the budget to the County.
  
  
• Safety and Security
  
  Dr. Latham reported that the county law department is working with OCPL on our safety and security strategies for the libraries.  Dr. Latham informed the Board of some of the incidents that have been occurring, particularly at the Central and Mundy libraries. 
  
  The board had a lengthy discussion regarding the issues at hand. They discussed the responsibilities of the city police and the law department, what has been done in the past, and what needs to be accomplished in order to move ahead.
  
  
• Suburban Libraries
  
  Dr. Latham recently received some letters from the Liverpool Library Board requesting that we make particular appointments to particular committees. Ms. Wojslaw and Dr. Latham have drafted a response to their letter, which has been sent out.
  
  Dr. Latham has also received a letter from Mr. Kushner, OCSL president, which stated that a resolution was passed at their April 4^th OCSL meeting requiring the OCPL administration to go to OCSL for committee appointments. Administration is drafting a response to that as well.

The second annual system retreat meeting is scheduled for June 11^th at the Arrowhead Lodge.

Mr. Srauss and Dr. Latham are working on an annual meeting that would be sponsored by the Advisory Council.

• Staff
  
  One of our employees, George Lawrence received the YWCA Diversity Award. Dr. Latham expressed how proud OCPL is of Mr. Lawrence.
  
  
• SU Initiative Highlights
  
  Beauchamp Branch is going to be hosting a Kuumba arts program. The Kuumba program is an SU initiative through the Folk Arts Center.

On Monday, we will be testing extended wireless access out of Beauchamp Library.

Dr. Latham will also be meeting with Linda Littlejohn from Syracuse University to develop a minority scholarship program with the IST program. They will be looking at how to get minorities into the library profession. The chancellor’s office is willing to sponsor a scholarship for minorities in the library school program, with the condition that the person would then be working for OCPL for a couple years. She hopes to come back to the Board soon with a resolution regarding that program.

Deputy Director's Report

Staff Development Plan

Ms. McCaffrey reported on the Advancing Youth Development, Bridges Out of Poverty and MOAB programs.

Old Business

a)Elimination of Children’s Fines

Dr. Latham mentioned that the 2010 foundation meeting made a recommendation to her regarding the elimination of children’s fines. Dr. Latham said she would forward their recommendation to the Board. The Committee believes that children’s fines create a false barrier and unnecessary barrier to children to use books.  They would like to put before the Board the consideration of eliminating children’s fines all together with the installation of the new Polaris system.

The Board inquired on how this would affect the library’s revenue. The Board would like to have some figures before they make a decision.  Dr. Latham did mention that OCPL’s fine structure especially on children’s materials is one of the highest in the country.

New Business

a)Overdue Fines Limit

Dr. Latham mentioned that they would like to raise the fine limit from $3.00 to $5.00. The Board will receive more information on this at their May board meeting.

b)White Board Quotes

Dr. Latham presented the possibility of purchasing a video conferencing package for approximately $5,000. There was discussion on where the best location would be.  The Board would like to look into another source before moving ahead.

COMMUNICATIONS

Finance: Mr. Strauss asked if the sweep account has been established yet. Mr. Kianka responded that it should be established within a week or so. Mr. Kianka went into further detail on how the sweep account will be set-up.

Foundation: Mr. Kianka stated they have between 12-13 members. At their May meeting they will set-up a Board of Directors, elections, and a focus group. They will hold their annual meeting in June. He has submitted the 501(c)3 and has received a reply from the IRS that they have received it.

Management, Recruitment & Development: Ms. Jones mentioned the committee needs to address a new time to meet.

PRESIDENT’S REPORT  
                            
Ms. Wojslaw brought up the concern about the Board meeting dates and time.  There was a brief discussion that Thursdays at 5:30 seemed to work best for most. The Board will need to vote on any permanent changes to their meetings.

OCSL                                            

Mr. Kushner mentioned they are looking forward to working on the memorandum of understanding.  He mentioned that Ms. Bendig has been on their agenda for the last three to four months to keep them informed of the progress with the ILS implementation. 

Ms. McCaffrey will be inviting Ms. Trask to speak to OCSL about the elimination of fines on children’s materials.

Mr. Kushner stated that Dr. Latham has all ready mentioned about the letter he sent to her regarding the process of suburban libraries participating on system committees.

OCPL ADVISORY COUNCIL

Ms. McCaffrey mentioned that they had a lot of questions about the Polaris implementation. They spoke about the Memorandum of Understanding and asked if anyone would like to join the committee. Dr. Latham asked if anyone from the OCPL would like to participate on that committee also. They spoke about some of the projects that are going on in their particular libraries. In May, Mr. Strauss will be doing some trustee training for those interested.

Dr. Latham mentioned that there was a question regarding the $85,000 that was procured from the state. She advised them that she would be taking that to the systems retreat meeting in June.

FOCL

Mr. Kochian spoke about another successful Lecture Series season.

Ms. McCaffrey handed out the list of authors for the upcoming season. Mr. Kochian also mentioned that they are working on a number of things to support literacy and thinking about other ideas outside the lecture series activities. He announced they have hired a new program director, Megan Collela.

EXECUTIVE SESSION

At 6:00 p.m., Ms. Suddaby moved for executive session to discuss a personnel matter.

At 6:48 p.m., Ms. Jones moved to adjourn executive session and to reconvene in open session.

 Ms. Wojslaw seconded, the motion carried unanimously.

No action was taken.

ADJOURNMENT                

Mr. Bonner moved to adjourn the meeting. 

Ms. Wojslaw adjourned the meeting at 6:50 p.m.

Respectfully submitted,

Gail M. Cox
Administrative Aide